FINAL AGENDA
4:30 P.M. MEETING
Individual Items on the 4:30 p.m. meeting agenda may be postponed to the 6:00 p.m. meeting.
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1. | CALL TO ORDER
NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3). |
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2. | ROLL CALL
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3. | PLEDGE OF ALLEGIANCE AND MISSION STATEMENT
MISSION STATEMENT The mission of the City of Flagstaff is to protect and enhance the quality of life for all. |
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4. | APPROVAL OF MINUTES FROM PREVIOUS MEETINGS | ||||||||
A. | Consideration and Approval of Minutes: City Council Special Meeting (Executive Session) of September 12, 2017; and Regular Council Meeting of September 5, 2017. | ||||||||
5. | PUBLIC PARTICIPATION Public Participation enables the public to address the Council about an item that is not on the agenda. Comments relating to items that are on the agenda will be taken at the time that the item is discussed. If you wish to address the Council at tonight's meeting, please complete a comment card and submit it to the recording clerk as soon as possible. Your name will be called when it is your turn to speak. You may address the Council up to three times throughout the meeting, including comments made during Public Participation. Please limit your remarks to three minutes per item to allow everyone an opportunity to speak. At the discretion of the Chair, ten or more persons present at the meeting and wishing to speak may appoint a representative who may have no more than fifteen minutes to speak. |
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6. | PROCLAMATIONS AND RECOGNITIONS |
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A. | Presentation of Award to Flagstaff Unified School District re STEM (Science, Technology, Engineering and Mathematics) Program | ||||||||
7. | APPOINTMENTS Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that the City Council may vote to go into executive session, which will not be open to the public, for the purpose of discussing or considering employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee, or employee of any public body...., pursuant to A.R.S. §38-431.03(A)(1). |
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A. | Consideration of Appointments: Airport Commission. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make three appointments to terms expiring October 2020.
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8. | CONSENT ITEMS
All matters under Consent Agenda are considered by the City Council to be routine and will be enacted by one motion approving the recommendations listed on the agenda. Unless otherwise indicated, expenditures approved by Council are budgeted items. |
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A. | Consideration and Approval of Payment: To Northern Arizona University (NAU) for annual maintenance of the Public Safety Radio System. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Authorize the payment to Northern Arizona University (NAU) in the amount of $80,903.34 for the public safety radio system annual maintenance.
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B. | Consideration and Approval of Contract: Independent Contract Agreement (ICA) with Salt River Project (SRP) for the Upper Lake Mary Watershed (ULM) Monitoring Project. (Contract for monitoring the Upper Lake Mary Watershed.) | ||||||||
RECOMMENDED ACTION: | |||||||||
Staff recommends approving the ICA with SRP with scope-of-work (schedule A) proposals for FY18-FY20, not-to-exceed $150,000 annually as approved by City Council each budget year. This agreement would include: A) Provision of Operation and Data Services to seven SRP Flowtography® stations, B) Provision of Operation Services to one SRP Flowtography® station at Newman Canyon, C) Provision of Operation Services to three SRP Snow Precipitation Antifreeze Gage Stations, D) Collection of annual payment due for three SRP Snow Precipitation Antifreeze Gages per fiscal year.
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9. | ROUTINE ITEMS | ||||||||
A. | Consideration and Approval of Contract: To purchase two (2) Ford Explorer replacement vehicles for the Flagstaff Fire Department (FFD). | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the purchase of two (2) Ford Explorer replacement vehicles through Peoria Ford (the low bidders in a 30-day open bid process) for the combined price of $58,425.96.
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B. | Consideration and Adoption of Ordinance No. 2017-26: An ordinance Amending the Employee Handbook of Regulations by approving changes relating to appropriate salary of employees upon hiring or promotion, reclassification, and rezones. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Ordinance No. 2017-26 by title only for the final time
2) City Clerk reads Ordinance No. 2017-26 by title only (if approved above) 3) Adopt Ordinance No. 2017-26 |
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RECESS
6:00 P.M. MEETING RECONVENE |
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NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
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10. | ROLL CALL
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11. | PUBLIC PARTICIPATION | ||||||||
12. | CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA |
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13. | REGULAR AGENDA | ||||||||
A. | Consideration and Approval of Preliminary Plat: Request from VP 66 & Woody Mountain LLC, for the subdivision of Timber Sky Block 3A, approximately 7.53 acres in the Medium Density Residential (MR) zone into 35 single-family residential lots, Timber Sky Block 7A, approximately 12.86 acres in the Single-family Residential (R1) zone into 35 single-family residential lots, and Timber Sky Block 8, approximately 22.43 acres in the Single-family Residential (R1) zone into 89 single-family residential lots. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Staff and the Planning and Zoning Commission recommend approving the preliminary plat with the conditions outlined in the staff summary.
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B. | Consideration and Possible Adoption of Resolution No. 2017-34: A resolution of the Flagstaff City Council supporting the extension of the Deferred Action for Child Arrivals (DACA) program and calling upon Congress to permanently address the legal status of Dreamers. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2017-34 by title only 2) City Clerk reads Resolution No. 2017-34 by title only (if approved above) 3) Adopt Resolution No. 2017-34 |
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14. | COUNCIL LIAISON REPORTS | ||||||||
15. | FUTURE AGENDA ITEM REQUESTS After discussion and upon agreement by two members of the Council, an item will be moved to a regularly-scheduled Council meeting. |
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A. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Putzova to place on a future agenda a discussion on requiring high occupancy housing projects and other higher density projects to use reclaimed water for all non-potable uses in the development. | ||||||||
B. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Putzova to place on a future agenda a review of the Traffic Impact Policy that allows the traffic rating of a road to degrade as a result of development. | ||||||||
16. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | ||||||||
17. | ADJOURNMENT | ||||||||
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4.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Consideration and Approval of Minutes: City Council Special Meeting (Executive Session) of September 12, 2017; and Regular Council Meeting of September 5, 2017. | |||||
RECOMMENDED ACTION: | |||||
Amend/approve the minutes of the City Council Special Meeting (Executive Session) of September 12, 2017; and Regular Council Meeting of September 5, 2017.
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EXECUTIVE SUMMARY: | |||||
Minutes of City Council meetings are a requirement of Arizona Revised Statutes and, additionally, provide a method of informing the public of discussions and actions being taken by the City Council. | |||||
INFORMATION: | |||||
COUNCIL GOALS: COMMUNITY OUTREACH Enhance public transparency and accessibility. |
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Attachments: | 09.05.2017.CCRM.Minutes | ||
09.12.2017.CCSMES.Minutes |
7.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Airport Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make three appointments to terms expiring October 2020.
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Executive Summary: | |||||
The Airport Commission consists of seven citizens, and is responsible for reviewing and reporting to the Council on the development of the Airpark and on matters affecting the operation and efficiency of the airport, using the Airport Master Plan as a guide. There are currently three seats available. It is important to fill vacancies on Boards and Commissions quickly so as to allow the Commission to continue meeting on a regular basis.
There are five applications on file and they are as follows: Doug Bonate (new applicant) Brian Ketter (new applicant) Stuart McDaniel (current commissioner) Susan Shields (new applicant)
T. Paul Thomas (new applicant) In an effort to reduce exposure to personal information the applicant roster and applications will be submitted to the City Council separately. COUNCIL APPOINTMENT ASSIGNMENT: Councilmember Odegaard, Vice Mayor Whelan and Councilmember Overton |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
None. | |||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
There is no Council goal that specifically addresses appointments to Boards and Commissions; however, boards and commissions do provide input and recommendations based on City Council goals that may pertain to the board or commission work plan. | |||||
Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
1) Appoint three Commissioners: by appointing members at this time, the Airport Commission will be at full membership, allowing the group to meet and provide recommendations to the City Council. 2) Table the action to allow for further discussion or expand the list of candidates. |
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Community Involvement: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. | |||||
Expanded Options and Alternatives: | |||||
INFORM: Board members and City staff have informed the community of these vacancies though word of mouth in addition to the vacancies being posted on the City's website. | |||||
Attachments: | Airport Commission Authority |
8.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||||||||||||
Consideration and Approval of Payment: To Northern Arizona University (NAU) for annual maintenance of the Public Safety Radio System. | |||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||
Authorize the payment to Northern Arizona University (NAU) in the amount of $80,903.34 for the public safety radio system annual maintenance.
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Executive Summary: | |||||||||||||||
In 2010, the voters of Flagstaff approved a $4.7 million bond to purchase a new public safety radio system. In early 2011, an Intergovernmental Agreement between Northern Arizona University and the City of Flagstaff was established to share resources, information and proportional costs of procurement and operation of the new radio system. Following this, NAU and the City entered into a five-year contract with Motorola to pay for annual maintenance on this system. This five-year agreement was set to expire in January, 2017, but was extended until October 1, 2017 using some reimbursements received a few years ago, as part of a Sprint re-banding project. In order to extend our maintenance agreement to FY 2019, (June 30, 2018), Motorola is requesting $107,871.12 of which the City would be responsible for $80,903.34. This is paid at a 75/25 split with NAU, because the City uses approximately 75% of the system. The City's portion ($80,903.34) was requested during the budget process by the Police Department and was funded in the Department’s FY 2018 Budget. NAU issued the contract for the radio system, so they are responsible for all direct payments to the vendor. The City must pay NAU the City's share of the maintenance cost or risk not having a maintenance agreement should the system fail. |
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Financial Impact: | |||||||||||||||
Previous to the purchase of the new radio system in 2010, maintenance was paid for on an annual basis. In 2011, NAU offered to prepay four years of maintenance so both the City and NAU avoided a 3% annual increase in maintenance costs. Motorola is currently working on a multi-year maintenance agreement and major system upgrade which will be discussed during the next budget process. The current agreement before the Council will provide maintenance until the next budget year. For the current agreement, Motorola is requesting $107,871.12, of which the City would be responsible for $80,903.34. The City's portion ($80,903.34) was requested during the budget process by the Police Department and was funded in the Department’s FY 2018 Budget (account #: 001-04-061-0224-2-4229). | |||||||||||||||
Policy Impact: | |||||||||||||||
N/A | |||||||||||||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||||||||||||
Council Goal: Transportation and other Public Infrastructure: Replace Aging Infrastructure. Team Flagstaff Strategic Plan: 2.1 - Invest in our people - Ensure effective resources for our employees. |
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Has There Been Previous Council Decision on This: | |||||||||||||||
Yes, Council approved the Intergovernmental Agreement between NAU and the City regarding the procurement, operation and maintenance of the Public Safety Radio System on March 15, 2011. Council also authorized five years of maintenance payments to NAU on October 4th, 2011. | |||||||||||||||
Options and Alternatives: | |||||||||||||||
1) Authorize the payment to NAU for annual maintenance on the Public Safety Radio System. 2) Not authorize the payment to NAU for the Public Safety Radio System. |
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Background and History: | |||||||||||||||
In November of 2010 the voters of Flagstaff approved a $4.7 million-dollar Public Safety Radio System. This was one of eight capital projects considered by voters in that election. In early 2011, an Intergovernmental Agreement between Northern Arizona University and the City of Flagstaff was established to share resources, information and proportional costs of procurement and operation of the new radio system. The approved Public Safety Radio System allowed for the replacement of an outdated system infrastructure which was failing on a frequent basis and provided limited coverage in certain areas of the city. One of the goals of the system was to ensure that city operations, which include personnel from both police and fire, public works, utilities, and the airport, are able to maintain operations and prevent a compromise in communications and are assured radio coverage throughout the city. In 2011, a RFP was developed and two acceptable responses were received, one from Motorola and another from Harris. Harris came in significantly higher, (by approx. $1 Million). Motorola and Creative Communications were selected to provide the new system as a result of offering the low bid that met the RFP requirements. The purchase also included an annual maintenance agreement. This agreement included one year maintenance with the purchase of the system, and an additional four years broken out as follows:
The initial payment would have provided annual maintenance through January 2017, but a re-banding agreement with Sprint generated some additional capital which was applied to allow for the maintenance to continue through September 2017. In order to extend our maintenance agreement until FY 2019, (June 30, 2018), Motorola is requesting $107,871.12, of which the City would be responsible for $80,903.34. While NAU “owns” the system, the City of Flagstaff uses approximately 75% of the system, so the cost is shared at a 75/25 split. The City's portion of the maintenance was requested during the budget process by the Police Department and was funded in the Department’s FY 2018 Budget (account #: 001-04-061-0224-2-4229 for $81,000). |
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Community Benefits and Considerations: | |||||||||||||||
The community approved the Public Safety Radio System in 2010 to replace the existing radio system which was becoming unreliable and had dead areas. We have had no major failures of the new system and it has ensured Officer Safety for the Police and Fire Departments, and has performed well during critical incidents to include: officer involved shootings, wildland fires, large scale special events, as well as everyday extended use at all hours. | |||||||||||||||
Community Involvement: | |||||||||||||||
The community approved the Public Safety Radio System in 2010 to replace the existing radio system which was becoming unreliable and had dead areas. We have had no major failures of the new system and it has ensured Officer Safety for the Police and Fire Departments, and performed well during critical incidents to include: officer involved shootings, wildland fires, large scale special events, and everyday extended use at all hours. | |||||||||||||||
Attachments: | IGA between City and NAU | ||
Motorola Maintenance Services Agreement | |||
Executed Contract Addendum | |||
Invoice for Service Agreement Extension |
8.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Independent Contract Agreement (ICA) with Salt River Project (SRP) for the Upper Lake Mary Watershed (ULM) Monitoring Project. (Contract for monitoring the Upper Lake Mary Watershed.) | |||||
RECOMMENDED ACTION: | |||||
Staff recommends approving the ICA with SRP with scope-of-work (schedule A) proposals for FY18-FY20, not-to-exceed $150,000 annually as approved by City Council each budget year. This agreement would include: A) Provision of Operation and Data Services to seven SRP Flowtography® stations, B) Provision of Operation Services to one SRP Flowtography® station at Newman Canyon, C) Provision of Operation Services to three SRP Snow Precipitation Antifreeze Gage Stations, D) Collection of annual payment due for three SRP Snow Precipitation Antifreeze Gages per fiscal year.
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Executive Summary: | |||||
This Agreement with SRP is necessary to allow Water Services to continue monitoring the Upper Lake Mary Watershed. This work is directly tied to the Council goal: Environmental and Natural Resources. Upper Lake Mary (ULM) is an essential water source for the City of Flagstaff. Large-scale forest thinning efforts under the Flagstaff Watershed Protection Project (FWPP) and Four Forest Restoration Initiative (4FRI) are planned for the ULM watershed starting in 2019 and 2023, respectively. There is limited information on how altering the watershed by thinning a forest will change surface water runoff and aquifer recharge. Documenting hydrological conditions within these watersheds will provide important information to assist with future forest management decisions. Now that all equipment is installed, we are asking for authorization to continue with a three-year operational contract with SRP through FY20. The FY18 budget includes operation, maintenance, and data management costs. Approval of the Agreement will authorize staff to approve SRP's scope-of-work and project costs each year as a not-to-exceed $150,000. | |||||
Financial Impact: | |||||
Council approved Water Services (Utilities) on-going budget request starting in FY17 of $105,000 annually for operation, maintenance, and data management (202-08-304-1061-0-4290). The FWPP bond program (407-09-425-3277-1-4290) has budgeted $5,000 towards this project for three more years for a total project budget in FY 2018 of $110,000. | |||||
Connection to Council Goal and/or Regional Plan: | |||||
Environmental and Natural Resources. Actively manage and protect all environmental and natural resources.
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Has There Been Previous Council Decision on This: | |||||
Council supported purchasing the six SRP Flowtography Stations on April 1, 2014, for $14,850. Council approved the original Independent Contractor Agreement with SRP on April 5, 2016, authorizing Water Services (Utilities) to spend $67,860 in FY16 on the operation, maintenance and data management costs for the six Flowtography sites, and purchase of two new Flowtography Stations. With cost savings from the FY16 budget, seven transducers were purchased for installation in FY17. On December 20, 2016, Water Services (Utilities) requested Council's authorization of Amendment One with SRP. This authorized the City to spend Council's approved budget for FY17 of $142,000 for the ULM Watershed Monitoring Project. This included a one-time ask of $32,000 for capital costs and $105,000 annually for operation, maintenance, and data management. The FWPP bond program (407-09-425-3277-1-4290) committed to $5,000 annually through FY20. |
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Options and Alternatives: | |||||
1) Approve the three-year contract with SRP. This action allows for several years of data collection. 2) Not approve the contract with SRP. This would mean the project would not function as intended. Data collected to date would be less meaningful, and the City's investment in FY15, FY16, and FY17 of nearly $210,000 would be less valuable. |
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Background/History: | |||||
In 2013, Northern Arizona University & the Rocky Mountain Research Station (RMRS) presented a Paired Watershed Study to the Lake Mary-Walnut Canyon Technical Advisory Committee (TAC). The TAC agreed that the project was important to begin prior to the occurrence of the FWPP and 4FRI thinning projects, as necessary baseline information. TAC agreed to purchase the flowtography equipment and made the recommendation to Council, along with installing instruments in Newman Canyon: a U.S. Geological Survey flow gauge and sediment sampler. Council approved the recommended action and the equipment was purchased and installed. After one year, the plan for the Paired Watershed Study partners to take over operation, maintenance and data management for the flowtography equipment from SRP could not be fulfilled, which left the project at risk. One of the partners, RMRS, provided a letter on October 21, 2015 stating that while the they were not successful in taking over the monitoring duties, they are in full support of the Water Services (Utilities) Division contracting with SRP in order to ensure a robust and continuous data record that is available to the public. | |||||
Key Considerations: | |||||
Staff anticipates a transition to a more cost effective method of collecting flow data in the future. At this time, seven (7) sub-watersheds of the ULM watershed have sites instrumented with SRP Flowtography(TM) Stations and a pressure transducer. Each station captures a photo every 15 minutes focused on a graduated vertical stake of rebar placed in the center of the drainage. When runoff events occur, the photo captures the height of water against the rebar. Each height corresponds to a table of estimated flow rates, which can then, in turn, provide an estimate of flow-volume per event. The idea is that cost savings will occur in the future as the stations are calibrated with pressure transducer data. The transducers are capable of logging water levels at a much finer time interval, and thus capture the ebb and flow of runoff events rather than the 15 minute snapshots of flows captured on camera. The photos are a very important piece of information to have, as a "picture speaks 1,000 words." A more time-intensive photo processing process may be augmented with time and cost efficient pressure transducer data. Additionally, staff anticipate this work will support a larger research effort that has been proposed by NAU Geology and RMRS, which is to study the hydrological response different forest thinning treatments and maintenance practices have on runoff and recharge. It will take years however before there is enough data and analyses to make recommendations regarding which maintenance practices promote surface water runoff to ULM and recharge to the C aquifer. It is essential that Water Services (Utilities) collect the necessary baseline monitoring information in order to contribute to future watershed management decisions. An additional benefit of the City partnering with SRP is the continuity of equipment and data management across all of these watersheds with potential for a broader project and study redundancy. |
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Expanded Financial Considerations: | |||||
Based on the specific type of work done by SRP, it is important to match the existing equipment installed in 12 other watersheds near Williams, AZ. The watersheds have similar size, elevation, and forest type which is the one major benefit in partnering with SRP and maintaining continuity of data management across this entire area. For these reasons, it was determined that a Sole Source Justification was appropriate in this case. | |||||
Community Benefits and Considerations: | |||||
In the early 1900's the Lower Lake Mary dam was constructed in Walnut Creek. When the lake did not accumulate water, due to sink holes in the Kaibab Limestone, the Upper Lake Mary dam was constructed and began filling in 1941. Both dams altered natural flows through Walnut Canyon and through the National Monument. In recognizing this issue, the City of Flagstaff came to an agreement with the Forest Service and National Park Service, sorting out water rights but also establishing a work group to manage studies or projects that may result in more flowing water through the National Monument. The City contributed $100,000 to a fund, and recommendations for use of the fund are made by the Lake Mary-Walnut Creek Technical Advisory Committee and brought to City Council for approval. To date the TAC has spent about half of these funds. All information collected under the Upper Lake Mary Watershed Monitoring Project from November 2015 forward is available to the public. |
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Community Involvement: | |||||
Inform Consult Involve Collaborate Empower |
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Attachments: | ICA |
9.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: To purchase two (2) Ford Explorer replacement vehicles for the Flagstaff Fire Department (FFD). | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the purchase of two (2) Ford Explorer replacement vehicles through Peoria Ford (the low bidders in a 30-day open bid process) for the combined price of $58,425.96.
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Executive Summary: | |||||
This purchase is part of an approved eight (8) year apparatus replacement plan for the FFD. The master plan has been approved as a whole by the Budget Team and is fully supported by the FLEET committee. The purchase of these two (2) vehicles has been approved as part of the FY 2018 budget and the funding is available. The bid was through an open bid process which included local and other Arizona dealers. The low bidder was Peoria Ford at a combined price of $58,425.96. These vehicles will replace two (2) older vehicles; a nineteen (19) year-old Jeep; and an eleven (11) year-old two wheel drive truck. FLEET has indicated they will re-use the truck and Jeep for internal City services. |
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Financial Impact: | |||||
This is budgeted for in the FY 18 approved budget and was approved by FLEET as a necessary replacement. | |||||
Policy Impact: | |||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
Strategic Priority #1: Provide exceptional service 4. Provide employees tools, training, and support. |
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Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
1) Approve the purchase of two (2) Ford Explorer replacement vehicles through Peoria Ford in the total amount of $58,425.96; or 2) Do not approve the purchase of the (2) Ford Explorer replacement vehicles. |
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Background and History: | |||||
Over a year ago, the FFD administrative staff worked in conjunction with FLEET, the City Shop and internal apparatus grou, and identified that the projected cost of replacement of apparatus was excessive and took a large portion of the FLEET purchasing dollars. The outcome was a new proposed eight (8) year apparatus replacement plan which included refurbished vehicles in place of new, in order to defer costs more evenly over this time frame. The proposed plan saves over $4 million dollars. After eight (8) years, the City will begin purchasing new vehicles for those refurbished. This proposed purchase is one part of the master plan. The Purchasing Department did a formal Invitation for Bid and posted the bid on Planetbids on August 1, 2017. The bid was closed as of August 31, 2017 at 3:00pm Arizona time. Attached is the exported bid information from Planetbids as well as the Invitation for Bid. After a conversation with the sales representative from Jim Click Ford, the City determined that Jim Click Ford did not include the appropriate tax in their bid. With the additional tax, their bid would have been more than Peoria Ford. Since the City could not change the tax amount, Jim Click Ford was also deemed non-responsible. Babbitt Ford's bid was adjusted for the City tax amount of 2.051 percent and they were still higher than the bid from Peoria Ford. The updated calculation is included on the excel exported bid information. |
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Key Considerations: | |||||
This proposed purchase will replace two (2) older vehicles in the fleet which include a heavily used 1998 Jeep and a 1999 two-wheel drive truck. These particular vehicles will go to administrative staff. Then, the vehicles of the administrative staff will be passed down to allow 2006 four-wheel drive vehicles to be given to a regional training officer and the operation manager for the FWPP project. | |||||
Community Benefits and Considerations: | |||||
This is an approved budgeted item and will come from the following account: 001-03-051-204-2-4401 and 001-03-051-200-2-4401 | |||||
Expanded Options and Alternatives: | |||||
No. | |||||
Attachments: | Eight (8) year apparatus replacement plan | ||
Bid Results |
9.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Ordinance No. 2017-26: An ordinance Amending the Employee Handbook of Regulations by approving changes relating to appropriate salary of employees upon hiring or promotion, reclassification, and rezones. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2017-26 by title only for the final time
2) City Clerk reads Ordinance No. 2017-26 by title only (if approved above) 3) Adopt Ordinance No. 2017-26 |
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Executive Summary: | |||||
City of Flagstaff Charter Article IV, Section 5 Personnel Rules and Regulations states Council shall, by ordinance, provide for the establishment of Personnel Rules and Regulations for the purpose of regulating and controlling the appointments, promotion, demotions, discharges, and reinstatements of all officers and employees of the City, except those elected by the people, members of appointive boards and commissions and volunteers who serve without pay, and also except the City Manager, City Attorney, and the Police Judges. The Personnel Rules and Regulations adopted by City Council are comprised in the Flagstaff Employee Handbook of Regulations (“Employee Handbook”). Staff are recommending the following amendments to the Employee Handbook, which require the City Council’s consideration and approval. On July 1, 2014 the steps were removed from the regular pay plan. This policy has been updated to reflect this change. In addition, the Employee Advisory Committee and Leadership Team would like to update the broad band pay structure to allow an employee to move to zone two after one year and move to zone three after two year of City service in the broad band. The following is a summary of the changes made to the policy:
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Financial Impact: | |||||
All positions and rezones are budgeted for in the fiscal year budget. Any mid-year changes must be made within the division's base budget. | |||||
Policy Impact: | |||||
These policy changes will impact the current Skill Base Pay and Broad Banding Pay Plan Procedures, so this document has also been updated to reflect these changes. | |||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
Policies relating to employee compensation may impact the ability to attract and retain quality City employees. | |||||
Has There Been Previous Council Decision on This: | |||||
Discussion and first reading of the ordinance occurred at the September 5, 2017, Regular Council Meeting. | |||||
Options and Alternatives: | |||||
City Council may choose to amend the recommended action prior to adoption. | |||||
Expanded Options and Alternatives: | |||||
Inform. | |||||
Attachments: | Ord. 2017-26 | ||
Skill Base Pay and Broad Banding Pay Plan Procedures - Updated |
13.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Preliminary Plat: Request from VP 66 & Woody Mountain LLC, for the subdivision of Timber Sky Block 3A, approximately 7.53 acres in the Medium Density Residential (MR) zone into 35 single-family residential lots, Timber Sky Block 7A, approximately 12.86 acres in the Single-family Residential (R1) zone into 35 single-family residential lots, and Timber Sky Block 8, approximately 22.43 acres in the Single-family Residential (R1) zone into 89 single-family residential lots. | |||||
STAFF RECOMMENDED ACTION: | |||||
Staff and the Planning and Zoning Commission recommend approving the preliminary plat with the conditions outlined in the staff summary.
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Executive Summary: | |||||
City Council approval confirms the Preliminary Plat meets the requirements of City Code Title 10, Flagstaff Zoning Code; City Code Title 11, General Plans and Subdivisions; and City Code Title 13, Engineering Design Standards and Specifications. VP 66 & Woody Mountain LLC (soon to be Dark Sky Development, Inc.) is requesting Preliminary Plat approval for Blocks 3A, 7A and 8 within the first phase of the Timber Sky Development located at 3425 W Route 66 to create 159 single-family residential lots. Please see Attachment 2 (Preliminary Plat Cover Sheet) for vicinity and site maps. |
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Financial Impact: | |||||
No financial liabilities are anticipated by the approval of this Preliminary Plat. | |||||
Policy Impact: | |||||
There are no policy impacts affiliated with this Preliminary Plat. | |||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
Council Goals Affordable Housing - Support development and increase the inventory of public and private affordable housing for renters and homeowners throughout the community. Team Flagstaff Strategic Plan Strategic Priority #4 - Work in partnership to enhance a safe and livable-community. Flagstaff Regional Plan Staff identified the relevant Regional Plan Goals and Policies that could be applied to support or not support the proposed plat in association with the Annexation, Concept Zoning Map Amendment, and Preliminary Block Plat. A list of those Goals and Policies is attached. |
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Has There Been Previous Council Decision on This: | |||||
On November 15, 2016, the City Council approved an Annexation, Concept Zoning Map Amendment, Development Agreement, and Preliminary Block Plat for the proposed Timber Sky development. On August 15, 2017, the City Council approved the Final Block Plat for the first phase of the Timber Sky development which includes Blocks 1, 2, 3A, 7A and 8 and the first amendment to the Development Agreement. |
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Options and Alternatives: | |||||
A. Approve the Preliminary Plat with conditions as recommended by the Planning & Zoning Commission:
C. Deny the Preliminary Plat based on non-compliance with the Zoning Code, the Subdivision Code, and/or Engineering Design Standards and Specifications for New Infrastructure. |
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Background and History: | |||||
Timber Sky is a proposed 1,300 (maximum density) residential dwelling unit development. The development proposes a mixture of high- density, medium-density, and single-family residential units combined with commercial service and open space on 197.58 acres. The site is situated north and south between West Route 66 and Interstate 40 and east and west between Woody Mountain Road and Flagstaff Ranch Road. The applicant, Vintage Development, (aka VP 66 & Woody Mountain, LLC and Dark Sky Development, Inc.) is seeking Preliminary Plat approval for three Blocks (3A, 7A and 8) within the first phase of Timber Sky consisting of 159 single-family residential lots with the use of both the Planned Residential Development (PRD) option and conventional zoning standards. |
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Key Considerations: | |||||
Timber Sky will be developed in four phases with both the on-site and off-site infrastructure improvements. A Development Agreement was approved in conjunction with the Annexation, Concept Zoning Map Amendment, and Preliminary Block Plat, which covers workforce housing, outdoor lighting, Homeowner's Association requirements, and infrastructure plans. The development of a housing affordability plan is required prior to the approval of the first final plat. This plan has been submitted to and approved by the Housing Section. A total of 27 units have been identified in phase one to be Land Trust units. Specific affordable housing units will be identified with each individual final plat. The majority of the units are intended to be provided in the MR and HR zoning categories. | |||||
Community Involvement: | |||||
Community benefits and considerations are explained in detail in the attached Planning and Zoning Commission report dated August 7, 2017. | |||||
Expanded Options and Alternatives: | |||||
Inform. No public hearings or public outreach are required by either the Zoning Code or the Subdivision regulations as part of the preliminary plat subdivision review process. | |||||
Attachments: | Application | ||
Timber Sky Blocks 3A, 7A & 8 Preliminary Plat | |||
Timber Sky Blocks 3A, 7A & 8 NRPP | |||
P&Z Commission Preliminary Plat Report | |||
August 23 P&Z Commission Minutes | |||
Regional Plan Goals & Policies | |||
Engineering Standard Modification for Street Lighting | |||
Engineering Standard Modification for Level Bench | |||
Engineering Standard Modification for Entry Median |
13.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Possible Adoption of Resolution No. 2017-34: A resolution of the Flagstaff City Council supporting the extension of the Deferred Action for Child Arrivals (DACA) program and calling upon Congress to permanently address the legal status of Dreamers. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2017-34 by title only 2) City Clerk reads Resolution No. 2017-34 by title only (if approved above) 3) Adopt Resolution No. 2017-34 |
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Executive Summary: | |||||
During the city council work session of September 12, 2017, the City Council provided direction to the City Manager to bring a draft Resolution for Deferred Action for Childhood Arrivals (DACA) back for their consideration and possible adoption. The attached draft Resolution supports the extension of the DACA program and calls upon Congress to permanently address the legal status of Dreamers. | |||||
Financial Impact: | |||||
While this Resolution is budget neutral to the City of Flagstaff, we recognize the potential negative economic impact to our local economy and the State of Arizona should the DACA program be ended without first being permanently addressed at the Federal level. | |||||
Policy Impact: | |||||
None
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Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
Social Justice - Advance social justice in our community. Economic Development - Grow and strengthen a more equitable and resilient eoncomy. |
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Has There Been Previous Council Decision on This: | |||||
On March 10, 2015, the Flagstaff City Council adopted Resolution No. 2015-07, calling upon the Arizona Board of Regents to recognize Arizona youth with Deferred Action for Childhood Arrivals (DACA) as Arizona state residents for purposes of educational benefits. Additionally, advocacy for DACA is included in the Council's 2017 Federal Legislative Prorities. | |||||
Attachments: | Draft Resolution - DACA |
15.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Putzova to place on a future agenda a discussion on requiring high occupancy housing projects and other higher density projects to use reclaimed water for all non-potable uses in the development. | |||||
RECOMMENDED ACTION: | |||||
Council direction.
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Councilmember Putzova has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there is another member of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
Attachments: |
15.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Putzova to place on a future agenda a review of the Traffic Impact Policy that allows the traffic rating of a road to degrade as a result of development. | |||||
RECOMMENDED ACTION: | |||||
Council direction.
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Councilmember Putzova has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there is another member of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
Attachments: |